The Event Manager will manage all aspects of assigned events in XFINITY Arena and the Edward D. Hansen Conference Center from the advance planning stages through the end of the event to ensure overall client and guest satisfaction. Event managers also oversee building security and parking issues, coordinate communication between event related staff, and interact with local public safety officials to ensure events run smoothly.
Responsible for planning, coordinating, and facilitating the logistics of events throughout XFINITY Arena and the Edward D. Hansen Conference Center.
Assist sales department with prospective client site tours demonstrating the benefits of the Edward D. Hansen Conference Center and providing an overview of how the facility can best suit the needs of the client’s event.
Develop and control event budgets including preparing pre-event financial estimates and completing post-event financial settlements based on contractual requirements; ensure timely and accurate event information is delivered to the finance department for settlement/invoicing purposes.
Create and distribute detailed setup and detail sheets prior to every event.
Ensure that all event insurance certificates, licenses and permits required for production are obtained in a timely manner.
Inspect event space prior to events opening; coach and counsel staff in areas of deficiency to ensure a safe and successful event.
Guide clients in preparation of events by interpreting and explaining contract provisions, policies and procedures.
Coordinate rebooking portion of the sales process for recurring clients in the Edward D. Hansen Conference Center.
Advance and communicate all event information to appropriate departments and staff.
Troubleshoot during event preparation and event to ensure that all setups are correct, including making final decisions about policy, procedures, billing and staffing.
Oversee all production elements; including security, guest services, operations, catering, cleaning, contracted labor, vendors and other event-related contract services, from set up, to event conclusion.
Create work schedules for event and security staff, delegate assignments and review performance and results.
Responsible for the Events department role in the execution of event contracts and rental agreements.
Act as facility manager on duty for both the Edward D. Hansen Conference Center and XFINITY Arena at Everett as required.
Perform other duties and responsibilities as assigned.
Minimum of two (2) years of increasingly responsible event management experience in a multiuse facility, convention center or other public assembly facility setting.
Bachelor’s degree or better from an accredited college or university. Major course work in facility management, hospitality, marketing, business administration or related field preferred.
Proficient in use of Microsoft Office programs; experience with AutoCAD preferred.
Knowledge of operational characteristics of events, including crowd management and control techniques; fire and public safety regulations, food service practices, A/V Equipment, and relevant federal, state, and local regulations.
Production experience involving banquet and conference events including, non-profit fundraisers, vendor shows, weddings, and meetings. Experience in audio, video, and lighting production strongly preferred.
Self motivated with excellent interpersonal and communications skills and the ability to function and make management decisions in a fast paced high pressure environment.
Must be available to work a flexible schedule, including long nights, early mornings, weekends and holidays as needed.
Physical Demands & Work Environment:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the essential functions of this position, employee will frequently stand and walk for long periods of time and climb stairs and/or ladders; use hands to handle or feel objects, tools, or controls; reach with hands and arms; talk and hear. Employee will occasionally lift and/or move up to 40 pounds. Employee will also use close vision, distance vision, color vision, peripheral vision, depth perception, and adjust focus.
The essential functions of this position are performed both indoors and outdoors in the weather conditions prevalent at the time. The noise level in the work environments is usually moderate to loud.
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